Administrative Assistant Full Time NEW

AU Values

• Respect for Diversity and TeamWork             • Think Africa Above all
• Transparency and Accountability                • Integrity and Impartiality
• Efficiency and Professionalism                 • Information and Knowledge Sharing

Organization Information

Reports to: Head of AfCFTA-AU Liaison Office
Directorate/Department: Coordination & Programmes Resources Management
Number of Direct Reports: 0
Number of Indirect Reports: 0
Job Grade: GSA5
Contract Type: Regular
Location: Addis Ababa, Ethiopia

Purpose of Job

To provide general administrative support to the department for effective implementation of departmental work plan and daily routine work.

Main Functions

• Provide timely operational support
• Assist in activity planning
• Prepare operational work schedules and follow up implementation
• Coordinate and/or Engage in technical assistance and/or logistical work
• Assist in the creation, improvement and maintenance of operational processes  and systems
• Prepare office communication and draft reports.
• Handle communication at operational level and provide update
• Assist in the compilation and maintenance of data and information for preparation, implementation and monitoring of budgets, activities etc..

Specific Responsibilities

• Analyse and maintain an overview of the Directorate’s work to ensure that timely administrative support is provided in general and specialized areas;
• Take the lead in supporting the organization of meetings including coordination of invitations, confirmations, ticketing and accommodation for multiple participants for the Office of the Director and the directorate at large (as need be)
• Liaise effectively with internal and external stakeholders on administrative ,matters of the department (this includes in relation to facilities (office space and equipment), security and protocol items (security/ID badges and passports) with assistance from other secretarial staff, Clerks and Mail Runners;
• Liaise with AHRMD, Finance and anay other Department to provide first hand support in areas such as, but not limited to, Procurement and Travel Management; Leave Management, Performance Management, Contract Management, Budget Management; interpretation, translation and venue arrangement issues respectively
• Participate in the preparation, implementation and monitoring of budgets and liaise with the Finance on budgetary matters on behalf of the Directorate as required.
• Ensure the timely sourcing and ordering stationery and office equipment for the department.
• Be responsible for compilation of information on staff official missions, various official trips and leave schedules for better information on staff presence and allocation of tasks.
• Create, update and maintain special files (of confidential nature or for closer access for Director’s use) through an organised filing system and maintains a records system for tracking purposes.
• Ensuring confidentiality of information and management records is guaranteed;
• Prepare correspondences (outgoing memos and letters to internal and external recipients), executive summary, reports, briefing papers, power point presentations and other documents as required;
• Assist the preparation, quality control and compilation of Finance and the Administration and Human Resources related documents.
• Monitor meeting and correspondences outcomes and decisions and provide support in following up on their implementation; prepare update report for Director’s reference as need be.
• Prepare and participate in various departmental meetings and prepare minutes and/or notes for review and endorsement by participants. Maintain files of minutes.
• Provide communications support and assistance to ensure timely responses to inquiries, email and correspondences; assist the team of Secretaries whenever required.
• Perform any other relevant duties and responsabilties as maybe assigned

Academic Requirements and Relevant Experience

• Diploma in Business Management, Business Administration or any related field from a recognized educational institution with 3 years of relevant work experience in administrative and/or secretarial work.
• Candidates who are holders of Bachelor’s degree in Business Management, Business Administration or any related field from a recognized educational institution are required to have 2 years of relevant work experience in administrative and/or secretarial work.
• A higher qualification will be an added advantage
• Experience in Office Management is mandatory.
• Experience in planning and coordination of meetings with various stakeholders
• Work experience in SAP is an added advantage

Required Skills

• Communication, report writing, and presentation skills

• Planning and organizational skills

• Research and analytical skills

• Interpersonal and negotiation skills

• Proficiency in Microsoft Office Suite and African Union IT systems

• Proven experience using an Applicant Tracking System (ATS) or knowledge of SAP

SuccessFactors

• Fluency in one of the African Union’s official working  languages ​​(French, English, Portuguese, Spanish, Swahili, and Arabic); fluency in another AU language is an asset

Leadership Competencies

Core Competencies

Functional Competencies

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EQUAL OPPORTUNITY:

The African Union Commission is an equal opportunity employer, and qualified women are strongly encouraged to apply.

TERM OF CONTRACT AND START DATE:

This position is a regular 3-year contract, with the first 12 months being a probationary period. Thereafter, the contract is renewable for a further two years, subject to satisfactory performance and achievements.

SALARY:

As an indication, the base salary for this position is US$15,758.00 (GSA 5, Step 1) per year. In addition to this salary, other benefits are provided, such as a post allowance (48% of the base salary), a housing allowance (US$16,813.44 per year), and a tuition allowance (100% of tuition fees and other related expenses up to a maximum of US$10,000 per child per year) for international staff and US$3,330 per child per year for local staff.

How To Apply

Applications must be submitted no later than 23:59 GMT on 18 July 2026

-Only candidates who meet all job requirements and are selected for interviews will be contacted. 

Apply Link: https://jobs.au.int/job/Administrative-Assistant-AfCFTA/3018-en_US